Which is the Best Tool to Send Documents? Complete Comparison Guide

Choosing the right tool to send documents can significantly impact your workflow, security, and professional image. With so many options available—from email attachments to specialized document sharing platforms—it can be challenging to determine which solution best fits your needs.

This comprehensive guide compares the leading document sharing tools, helping you choose the best platform for your specific use case.

Document Sharing Tools Overview

The document sharing landscape includes several categories of tools:

• Email attachments - Traditional, simple, but limited
• Cloud storage - Google Drive, Dropbox, OneDrive
• Professional document sharing - DocSend, Papermark
• File transfer services - WeTransfer, SendAnywhere
• Collaboration platforms - Notion, Confluence

Each category serves different needs. Let's explore the best options.

Top Document Sharing Tools Compared

1. DocSend - Best for Professional Document Sharing

Overview

DocSend is a professional document sharing platform designed specifically for business communications. It's particularly popular among startups, VCs, and sales teams.

Key Features:

• ✅ Document tracking and analytics
• ✅ Password protection
• ✅ Email verification requirements
• ✅ Link expiration
• ✅ View tracking (who, when, how long)
• ✅ Mobile-optimized viewing
• ✅ Branding customization

Best For:

• Investment pitch decks
• Sales presentations and proposals
• Legal documents requiring security
• Board presentations
• Client proposals

Pricing: Free tier available, paid plans for advanced features

Pros:

• Excellent tracking and analytics
• Strong security features
• Professional presentation
• Great for investor relations

Cons:

• Can be expensive for high-volume users
• Learning curve for advanced features

2. Papermark - Best Open-Source Alternative

Overview

Papermark is an open-source document sharing platform that offers many of the same features as DocSend with more flexibility and customization options.

Key Features:

• ✅ Document tracking and analytics
• ✅ Password protection
• ✅ Email verification
• ✅ Self-hosted option available
• ✅ Open-source and customizable
• ✅ API access

Best For:

• Teams needing customization
• Organizations requiring self-hosting
• Developers who want API access
• Cost-conscious businesses

Pricing: Open-source (free), paid hosting options available

Pros:

• Open-source flexibility
• Self-hosting option
• Good tracking features
• Cost-effective

Cons:

• Requires technical setup for self-hosting
• Smaller community than DocSend

3. Google Drive - Best for General File Sharing

Overview

Google Drive is Google's cloud storage and file sharing service, integrated with Google Workspace.

Key Features:

• ✅ 15GB free storage
• ✅ Real-time collaboration
• ✅ Easy sharing with Google accounts
• ✅ Integration with Google Workspace
• ✅ Mobile apps

Best For:

• General file sharing
• Team collaboration
• Google Workspace users
• Casual document sharing

Pricing: Free tier, paid plans for more storage

Pros:

• Free and widely used
• Excellent collaboration features
• Integrated with Google ecosystem
• Easy to use

Cons:

• Limited tracking and analytics
• Less professional presentation
• Security features are basic
• Requires Google account for best experience

4. Dropbox - Best for File Storage and Sharing

Overview

Dropbox is a cloud storage service that also offers file sharing and collaboration features.

Key Features:

• ✅ File storage and sync
• ✅ Link sharing
• ✅ Password protection (paid plans)
• ✅ Expiration dates (paid plans)
• ✅ File versioning
• ✅ Mobile apps

Best For:

• Large file storage
• Team file sharing
• Backup and sync
• General document sharing

Pricing: Free tier, paid plans for advanced features

Pros:

• Reliable and established
• Good for large files
• Strong sync capabilities
• Cross-platform support

Cons:

• Limited analytics
• Less focused on document presentation
• Advanced features require paid plans

5. WeTransfer - Best for One-Time File Transfers

Overview

WeTransfer is a simple file transfer service designed for sending large files without creating an account.

Key Features:

• ✅ Send files up to 2GB (free) or 20GB (paid)
• ✅ No account required
• ✅ Simple interface
• ✅ Link expiration (7 days free, customizable paid)

Best For:

• One-time large file transfers
• Quick file sharing
• Non-sensitive documents
• Casual sharing

Pricing: Free for 2GB, paid for larger files and features

Pros:

• Very simple to use
• No account needed
• Good for large files
• Quick sharing

Cons:

• No tracking or analytics
• Limited security features
• Not suitable for professional use
• Files expire after 7 days (free)

Feature Comparison Table

Choosing the Right Tool for Your Needs

For Investment Pitch Decks

Best Choice: DocSend or Papermark

Both platforms excel at sharing pitch decks with investors. Their tracking features help you understand which VCs are most engaged, and their professional presentation ensures your deck looks its best.

Why: Analytics help prioritize follow-ups, and security features protect your confidential information.

For Sales Presentations

Best Choice: DocSend or Papermark

Sales teams benefit from tracking which prospects are most engaged with their proposals. The ability to see view times and page-by-page analytics helps identify hot leads.

Why: Engagement tracking helps prioritize follow-ups and close deals faster.

For Legal Documents

Best Choice: DocSend or Papermark

Legal documents require strong security and access control. Both platforms offer password protection, email verification, and the ability to revoke access.

Why: Security and access control are essential for confidential legal materials.

For Team Collaboration

Best Choice: Google Drive or Dropbox

When multiple people need to edit and collaborate on documents, cloud storage platforms with real-time collaboration excel.

Why: Real-time editing and commenting features make collaboration seamless.

For Quick File Sharing

Best Choice: WeTransfer or Email

For casual, one-time file sharing without tracking needs, simple solutions work best.

Why: No need for complex features when you just need to send a file quickly.

Security Considerations

Password Protection

DocSend and Papermark offer robust password protection, ensuring only authorized recipients can access your documents. This is essential for sensitive business materials.

Access Control

Professional platforms allow you to require email verification, control who can access documents, and revoke access at any time. This level of control isn't available with basic file sharing.

Tracking and Audit Trails

Knowing who accessed your documents and when is crucial for compliance and security. DocSend and Papermark provide detailed access logs that basic file sharing tools don't offer.

Cost Considerations

Free Options

• Google Drive: 15GB free storage
• Dropbox: 2GB free storage
• Papermark: Open-source (free)
• WeTransfer: 2GB free transfers
• DocSend: Limited free tier

Paid Plans

Professional document sharing platforms typically cost $10-50/month depending on features and usage. Consider the value of tracking, security, and professional presentation when evaluating costs.

Best Practices for Document Sharing

Use Professional Platforms for Business

For important business documents, use professional platforms like DocSend or Papermark. The tracking, security, and professional presentation are worth the investment.

Set Appropriate Security

Always use password protection for sensitive documents. Require email verification for confidential materials.

Track Engagement

Use analytics to understand how recipients interact with your documents. This data helps prioritize follow-ups and improve your materials.

Keep Documents Updated

Use platforms that allow you to update documents while keeping the same link. This ensures everyone always has the latest version.

Set Expiration Dates

For time-sensitive documents, set expiration dates to ensure links don't remain active indefinitely.

Extracting Documents When Needed

While these platforms are excellent for sharing, you may need to download documents for archiving or offline access. Tools like DeckExtract allow you to download documents from DocSend and Papermark, converting them to PDF or PPTX format.

This is useful for:

• Creating permanent archives
• Offline access
• Converting formats for editing
• Compliance and record-keeping

Conclusion

The best tool to send documents depends on your specific needs:

• For professional document sharing with tracking: DocSend or Papermark
• For team collaboration: Google Drive or Dropbox
• For quick file transfers: WeTransfer
• For casual sharing: Email attachments

For business professionals, investors, and sales teams, DocSend and Papermark offer the best combination of security, tracking, and professional presentation. Their analytics and access control features make them essential tools for anyone who regularly shares important documents.

Start using professional document sharing platforms for your business communications, and experience the difference in security, control, and insights.

Need to download documents from DocSend or Papermark? Try DeckExtract - the free tool for extracting and converting documents from these platforms.